Executive Assistant

Career Group; Chicago (IL); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Career Group in the Chicago area is seeking an exceptional Executive Assistant to serve as a trusted right-hand to members of the C-suite. This is a high-visibility role that goes beyond traditional administrative support and provides broad exposure to senior leadership.

The successful candidate will manage complex calendars, coordinate domestic and international travel, draft communications, and support board meetings with discretion, confidentiality, and proactive partnering.

Qualifications

• 7+ years of Executive Assistant experience, ideally supporting C-suite or senior-level executives
• Proven ability to manage highly complex calendars and domestic/international travel
• Excellent written and verbal communication skills with the ability to interact confidently across all levels of an organization
• Highly proactive and anticipatory, with a natural ability to identify needs before they are voiced
• Strong organizational and project management skills with exceptional attention to detail
• Excellent judgment, discretion, and ability to operate independently
• Poised and adaptable, with the ability to remain steady as priorities shift
• High proficiency in Microsoft Office, including Outlook, PowerPoint, and Excel

Responsibilities

• Manage complex, ever-changing executive calendars, proactively balancing priorities and anticipating potential conflicts
• Coordinate detailed domestic and international travel, including comprehensive itineraries, logistics, and contingency planning
• Serve as a key liaison between the executives and board members, senior leadership, clients, and external partners
• Draft, edit, and manage executive correspondence, board materials, presentations, and internal communications
• Stay ahead of deadlines, meetings, and shifting priorities, ensuring the executive is prepared and informed
• Coordinate logistics for board meetings, leadership meetings, offsites, and executive-level events
• Manage special projects and drive follow-up on key action items on the executives' behalf
• Prepare and reconcile expense reports and assist with budget tracking and vendor coordination
• Handle highly confidential business and personal matters with discretion and sound judgment

Skills

Executive support

Calendar management

Travel coordination

Board liaison

Communication

Budget tracking

Confidentiality

MS Office

Tools

Outlook

PowerPoint

Excel

Job description

Our client, a prominent, well-established global organization in the Chicago area, is seeking an exceptional Executive Assistant to serve as a trusted right-hand to members of their C-suite. This is a high-visibility opportunity to join a successful, highly regarded organization and work closely with senior leadership in a role that goes well beyond traditional administrative support.

The Executive Assistant will be deeply integrated into the executives’ day-to-day, serving as a trusted partner who helps manage priorities, streamline communication, and keep a demanding schedule running seamlessly. This individual will have significant exposure across the organization and will regularly interface with senior executives, board members, and key internal and external stakeholders.

The ideal candidate is sharp, proactive, and highly organized, with excellent judgment and sophisticated communication skills. They naturally stay several steps ahead, anticipate needs before they arise, and are comfortable taking ownership in a fast-moving environment. This is an excellent opportunity for an experienced EA who enjoys building strong partnerships with their executives and wants to join an established organization where the role is highly valued.

Responsibilities:

• Manage complex, ever-changing executive calendars, proactively balancing priorities and anticipating potential conflicts
• Coordinate detailed domestic and international travel, including comprehensive itineraries, logistics, and contingency planning
• Serve as a key liaison between the executives and board members, senior leadership, clients, and external partners
• Draft, edit, and manage executive correspondence, board materials, presentations, and internal communications
• Stay ahead of deadlines, meetings, and shifting priorities, ensuring the executive is prepared and informed
• Coordinate logistics for board meetings, leadership meetings, offsites, and executive-level events
• Manage special projects and drive follow-up on key action items on the executives' behalf
• Prepare and reconcile expense reports and assist with budget tracking and vendor coordination
• Handle highly confidential business and personal matters with discretion and sound judgment

Qualifications:

• 7+ years of Executive Assistant experience, ideally supporting C-suite or senior-level executives
• Proven ability to manage highly complex calendars and domestic/international travel
• Excellent written and verbal communication skills with the ability to interact confidently across all levels of an organization
• Highly proactive and anticipatory, with a natural ability to identify needs before they are voiced
• Strong organizational and project management skills with exceptional attention to detail
• Excellent judgment, discretion, and ability to operate independently
• Poised and adaptable, with the ability to remain steady as priorities shift
• High proficiency in Microsoft Office, including Outlook, PowerPoint, and Excel
• Experience supporting board or executive-level meetings is a plus
• Comfortable working a hybrid schedule in the Chicago area

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